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Administration Officer

Sittwe

  • Organization: DRC - Danish Refugee Council
  • Location: Sittwe
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: Closed

Duty Station       : Sittwe Office,Rakhine State.

Report to             : Support Services Team Leader

Overall purpose of the role:

  • Oversee all aspects of administrative support at the DRC office and guest houses, ensuring efficient operations and procedures.
  • Implementation of administrative policies at DRC premises (office and guest houses).
  • Develop systems that contribute to improve the efficiency and cost-effectiveness of the administrative operations.         

Geographic scope: Area (Rakhine)

This role has an area focus and ensures compliance to DRC procedures and guidelines within the area. The role contributes to the development of area strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to base operations.                                                 

Responsibilities:

Facilities Office management

  • Ensure all office infrastructures are appropriate, safe and functioning (i.e. security system, health and safety, communications, etc.)
  • Oversee all aspects of office maintenance and cleanliness.
  • In conjunction with the safety team, ensure safety and security issues for the general security of the office.
  • Ensure insurance plan is in place for all office buildings and equipment and updated at all times. Maintain and update lease agreements and coordinate the renewal of leases for office premises, guesthouse and expatriate housing. Act as the focal point for liaison with landlords.
  • Coordinate handover of leased properties and ensure security deposits are refunded on timely basis.
  • Ensure repairs and maintenance of facilities in compliance with DRC standards and procedures.
  • Supervise the administration team to ensure overall efficiency
  • Provide orientation about office facilities to the new staff.

Guesthouse management:

  • Oversee all aspects of upkeep and cleanliness at the guesthouse.
  • Ensure guesthouse stocks and supplies are in place and monitor their utilization.
  • Develop and update the guest house user’s tracking sheet.
  • Act as focal point for guesthouse and expatriate houses, liaise with property landlords on any matters arising. Oversee repairs as required.
  • Provide orientation of facilities to the new staff (residing in the guest houses).

Travel arrangements:

  • Upon receipt of approved travel /accommodation forms from staff, make necessary arrangements and coordinate with logistics and admin team in Sittwe and other DRC locations for appropriate travel and accommodation arrangements.      
  • Upon receipt of approved request, make hotel / venue bookings for accommodation and or meetings/workshops etc.
  • Ensure hotel/venue invoices are received and reconciled. Verified invoices/payment sheets are submitted to finance department for payment.

Administrative support

  • Ensure all utility payments are done on timely basis.
  • Keep staff contact list updated at all the time and circulate it on monthly basis with all the DRC staff.
  • Ensure meetings for the senior management team are organized and other administrative support as may be required.
  • To Maintain sufficient amount of Mobile phone credit as per the approved list of staff. Keep the record of disbursement on monthly basis.
  • Any other duties as requested by Manager.

Qualifications and minimum requirements:

  • Bachelor’s degree in relevant discipline, and Diploma in Human Resource or Business Management is added advantage.
  • At least 2 years' experience in administration, in an international NGO in a similar role.
  • Experience in dealing with large volume of travel and accommodation requests and arrangements.
  • Good working knowledge of Microsoft office package (Ms Word, Excel, Power point, email) and proficient user of office equipment (photocopier, scanner etc.

Desirable:

  • Understanding of operational context in Rakhine State.
  • Basic understanding of humanitarian response principles.

Offer:

  • Starting date of employment: As soon as possible.
  • Contract: 1-year contract, (including a probation period of 3 month), with the possibility of extension depending on availability of project funding.
  • Salary: Competitive salary according to DRC Myanmar salary scale.

This position is open for Myanmar Nationals only. DRC strongly advocates for equal opportunity and promotes a diversified and inspiring working environment. Therefore, qualified candidates of ethnic minorities and women are strongly encouraged to apply.

Application process:

Applicants who meet the above-mentioned requirements should apply by submitting their applications in English (consisting of Cover Letter and CV of no more than 4 pages, including contact details of 3 professional references) and apply button.

  • Only shortlisted applicant will be contacted for a written test in English and a face to face interview.
  • After closing date, applications are not to be considered.

Deadline for submission of applications: 27-January-2020

Please be noted that due to the urgency of the position, DRC will review applications on a rolling basis and candidates may be invited to test/interview before this date.

This vacancy is now closed.
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